Events Specialist

WhyHunger is committed to internal pay equity and livable wages. The salary range for this position is $65,000 - $75,000, commensurate with experience. This employee will be eligible for WhyHunger’s generous benefits package, which includes health insurance, paid vacation, 403(b) retirement plan and more. Full details will be provided.

WhyHunger is proud to be an Equal Opportunity Employer and is committed to being a diverse, inclusive, and anti-racist organization. We provide equal employment opportunities without regard to race, creed, color, religion, national origin, sex, gender identity, sexual orientation, pregnancy, marital status, age, veteran status, medical conditions, disability, genetic information, or any other protected status under federal, state, or local law.

• Coordinate event planning, on-site execution, and post-event follow-up.
• Work with the respective team leads to execute their vision, strategy, and programming for the Chapin Awards Gala, Amplified Concert, and Hungerthon Hustle 5K while staying within approved budgets.
• Develop and maintain event timelines, work plans, checklists, and run-of-show documents.
• Manage event consultants and external production partners, coordinating scopes of work, deliverables, timelines, and day-to-day execution in alignment with the relevant event lead’s strategy and approved budget.
• Research venues and vendors, gather and compare proposals, and negotiate pricing and contract terms within approved budgets and parameters. Coordinate review and approval by appropriate staff.
• Manage event logistics, including venue arrangements, catering, rentals, registration, ticketing, seating, signage, hospitality, and production needs, in collaboration with event producers, WhyHunger staff, and other external partners.
• Coordinate donor site visits with Development and Program colleagues, including schedules, travel arrangements, host coordination, and participant communications.
• Plan and coordinate smaller donor cultivation and engagement events, such as dinners, receptions, and gatherings, working with Development colleagues on event goals, guest lists, logistics, and follow-up.
• Work with the Artists Against Hunger & Poverty team to coordinate logistics for artist activations, concerts, and talent participation in events.
• Coordinate with the Program team on community partner participation and mission integration, including speakers, storytelling, and other opportunities to connect attendees with WhyHunger’s work. Support partner logistics and hospitality in alignment with Program colleagues’ relationships and guidance.
• Organize event-day roles for staff and volunteers, share schedules and instructions, and serve as the main point of contact for event logistics.
• Anticipate logistical needs, troubleshoot issues, and incorporate accessibility and a welcoming participant experience into event planning.
  

• Organize and facilitate internal event planning meetings, including setting agendas, sharing notes, documenting decisions, and following up on action items.
• Maintain event projects in Asana, ensuring task owners, deadlines, dependencies, and status updates are clear and current.
• Ensure each team—Development, Programs, Communications, and Finance—knows what they need to contribute and when, and flag delays or conflicts before they affect the event.
• Track event expenses, vendor commitments, invoices, and payment schedules against approved budgets.
• Maintain organized event files, vendor records, contracts, and planning templates.
• Compile event results and participant feedback, lead post-event debriefs, and recommend improvements for future events.

• Partner with Development and Communications colleagues on event themes, messaging, and promotion, coordinating content and production timelines for invitations, event pages, email campaigns, programs, signage, and other materials.
• Draft and coordinate pre-event reminders, participant instructions, and post-event thank-you communications, working with the appropriate colleagues on content and approvals.
• Work with Development colleagues to coordinate sponsor recognition, event benefits, and donor and VIP arrangements, ensuring agreed commitments are incorporated into event plans.
• Coordinate with colleagues to maintain accurate registration and attendance records and support timely donor and participant follow-up.